Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Pub Svc Library Asst 3 (Gr7)

Job Title

Public Service & Collections Maintenance Assistant

Department

UBC Library | Koerner Library | Program Assistance

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

June 9, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

The schedule is Tuesday – Saturday.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Koerner Library provides a dynamic learning environment for students, faculty, staff and visitors to UBC. Koerner Library’s print and electronic collections, services, and technology are designed to facilitate coursework, studying, and research with a focus on the Humanities and Social Sciences. Koerner Library Assistants provide and support programs and services that directly meet the needs of students, faculty and staff within the UBC Library.

The incumbent provides complex public service support at public service points and works with the Stacks Maintenance Assistant in Koerner Library, including acting as a contact for Collections Maintenance student assistants. Performs public service at a senior support staff level including circulation, microform support, equipment maintenance, safety and security functions, directional information, and office support in Koerner Library. Assists with special projects as required. Provides support to the Public Service Supervisor as needed

Organizational Status
Works independently under the direction of the Manager, Koerner Library and the general supervision of the Public Service Supervisor in Koerner Library. Works cooperatively with Koerner Library Assistants and Librarians and may receive work assignments from other library specialists or librarians in the branch. Consults with other staff as necessary. Works in tandem and cooperatively with an accompanying Library Assistant to coordinate and supervise the work of evening junior Library Assistants and Library Student Assistants and to ensure building, user, and collection safety and security. Interacts with librarians and staff within the branch as well as other staff, students, faculty, suppliers, and external stakeholders. Oversees and assists in training junior Koerner Library staff. Works directly with the public.

Work Performed

1. Oversees and maintains the daily operation of the Sorting/Book Bin and Stacks areas of Koerner Library with another Library Assistant, Stack Maintenance. Determines, coordinates, and evaluates the unit workflow including delegating duties within the unit.

2. Assists with determining staffing requirements and performance criteria for staff and student assistants working with Collections Maintenance in Koerner Library.

3. Assists with interviewing, hiring, training, scheduling, monitoring, and evaluating the performance of Student Assistants, resolving performance problems and reporting continuing issues to the Manager, Koerner Library.

4. Examines, evaluates and processes worn and damaged library materials. Identifies and selects worn materials for rebinding and determines appropriate treatment. Performs item maintenance when possible or refers unrecoverable materials to the appropriate librarian for reordering, withdrawal or shipment to the bindery. Arranges bindery shipments including preparing bindery slips and updating location information online to indicate material’s unavailability. Maintains bindery processing statistics. Checks books returned from the bindery for errors.

5. Processes new and Great Reads books.

6. Works in Sorting/Book Bin discharging, sorting and getting items ready for shelving. Re-barcodes and re-places spine labels when needed.

7. Assists Manager, Koerner in approving student hours in WorkDay.

8. Provides administrative support by compiling and reviewing statistics on Collection Maintenance, or project workflows and staffing. Compiles and publishes statistical summaries and comparisons for budget and collection maintenance purposes. Creates work forms/schedules using spread sheet programs.

9. Performs the full range of circulation duties, for example: charging, discharging and renewing materials; reinstating or suspending borrowers; adding and changing barcodes; tracing missing items; retrieving items held at the circulation desk for users and couriers; clearing the hold shelf; accepting payment for library fines and other services; answering general queries about invoices; approving the extension of reserve loans.

10. Assists in the resolution of complex questions. Assesses and prioritizes advanced reference questions to librarians, AskAway or other resources or appropriate Library branches as required.

11. Instructs patrons how to navigate the Library website, search the catalogue, interpret catalogue records, including serial holdings and circulation records, renew items, place and check status of document delivery (doc del) orders, submit hold requests, and order items through Interlibrary Loan (ILL) services.

12. Works and takes initiatives to address gaps and improve the services of Koerner Library.

13. Participates in the development and implementation of projects, policies and work methods.

14. Advises Koerner staff on collection maintenance policies and procedures.

15. Issues and renews all categories of library cards. Ascertains eligibility of applicant, verifies applicant’s identity according to library policies, matches applicant to an appropriate library card category, determines if payment is required, and creates or amends the patron’s library record. Attends to student, faculty, and staff library access or patron record issues by verifying status on relevant university systems of record.

16. Provides assistance and access to disabled users, couriers, and Building Operations personnel.

17. Records reference statistics in current data tracking tool.

18. Responsible for creating, responding and keeping track of Planon requests.

19. Supports Koerner Library events and workshops by managing event bookings, registration, room set-up, audio-visual and equipment set-up, and troubleshooting, following established guidelines. Makes catering arrangements; reconciles and follows up on outstanding expenses for events. Books events for external groups and coordinates logistics. Attends events and functions, as required.

20. Responsible for creating, updating, and maintaining physical signage in Library spaces. Coordinates with Library Communications and Marketing and other Library staff and units, as required.

21. Assists patrons with using the Library’s physical and electronic collections, including microform and audio-visual equipment.

22. Operates the Information & Circulation Desk cash register and credit/debit machine. Accepts payments for library fines and other services, processes credit/debit card transactions and journal voucher payments, takes readings from cash register and debit machine, ensures receipts and print cards are deposited in the safe at closing and answers general queries about invoices.

23. Provides basic directional, information, reference and referral, and reception services in person, by telephone, and email. Answers questions regarding general library policies and procedures including reserve, and interlibrary loans and document delivery services.

24. Assists patrons with copier/printer/scanners, Pay for Print and public workstations; ensures photocopiers and other equipment are maintained by performing duties such as adding toner, releasing paper jams, and ordering required supplies.

25. Monitors security systems and building alarms. Deals with patrons who have activated the security gates at the Information & Circulation Desk; responds to all Library problems and/or emergencies (e.g., fire alarms, drills, or power outages, etc.) that may occur when working on shifts with reduced staffing; receives reports of thefts and incidents in the Library; contacts Building Operations to deal with Trouble Calls; contacts Patrol and RCMP when required when dealing with difficult situations or building security problems; contacts 911 when dealing with health emergencies.

26. Functions as the evening/weekend point of contact for staff working at other UBC Library branches who require circulation system assistance. Provides basic diagnosis and troubleshooting of circulation system problems and escalates problems to the Manager, Koerner Library and LibraryIT, as necessary.

27. Helps ensure the accuracy and placement of physical signage in Library spaces.

28. Helps ensure that the public and staff spaces are clean and organized and that Koerner Library has appropriate supplies and resources. Reports any issues to the Manager, Koerner Library.

29. Performs opening and closing duties for Koerner Library, alone or with a colleague.

30. Performs similar duties in other UBC Library units or branches, as assigned.

31. Participates in Library operational working groups or committees as approved by the manager.

32. Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Works independently under minimal supervision. Collection Maintenance work is performed in accordance with established policies, procedures and practices. There are a variety of tasks requiring ongoing prioritization and initiative to plan and complete independently. Refers unusual problems to the Manager, Koerner Library. Errors in judgement and prioritization of work could result in negative client or public relations and reduced service to the public with serious, short-term consequences, generally requiring intervention by the Public Service Supervisor or Manager, Koerner Library to deal with repercussions.

For public service duties, works within established policies and procedures, with some latitude for organizing work and prioritizing service. Guidelines include the Library’s policies, circulation manual, UBC Eligible Borrowers and Loan Regulations, and departmental directives. Independent action may be required as one of only two staff members is on duty during evening and weekend shifts. Occasionally makes difficult decisions based on the best personal assessment of the situation at hand. Must exercise good judgement and diplomacy in responding to public service situations. Consequences of inappropriate judgement are adverse patron relations requiring the intervention of the Public Service Supervisor or the Manager to deal with repercussions. Error of judgment in emergencies could result in delays or an escalation of the situation. Failure to secure the library could leave the building, the collection and its users vulnerable.

Supervision Received
Reports to the Manager, Koerner Library. Takes direction Manager, Koerner Library for collections maintenance and facilities duties and the Public Services Supervisor for public service functions. Works independently within limits of guidelines established by UBC Library and relevant circulation policies and procedures. Accountable to the Head, Koerner Library.

Supervision Given
Works with the Stacks Maintenance Assistant in the coordination of the day-to-day workflow and supervision of more than 10 Student Assistants.

Minimum Qualifications
High School graduation, plus two year Library Technician diploma, plus three years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Knowledge of library circulation systems, library policies and procedures, loan regulations, cataloguing and circulation consistent with a large, complex, multi-disciplinary research institution required. Ability to interpret and apply library policies and regulations in a consistent, knowledgeable and responsive manner. Knowledge and experience with library systems and software applications including word processing, spreadsheets, and databases at an advanced level. Voyager and Microsoft Office preferred. Experience with hiring, training, scheduling and supervision. Demonstrated effective oral and written communication, interpersonal, organizational and presentation skills. Demonstrated excellent public service skills. Ability to prioritize work, multitask, work effectively under pressure with interruption, and meet deadlines. Ability to maintain a high degree of accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work independently and in a team environment. Ability to operate the normal range of library and office equipment. Ability to work a five-day week including evenings and weekends.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.